GFOA Alberta Policy Handbook

GFOA Alberta – Policy Manual

GFOA Board of Directors:

The Board of Directors (Board) has many legal and fiduciary responsibilities. The Board must know and understand all applicable provincial, federal and local laws that pertain to the Association. The Board provides legal oversight in all areas and relays pertinent legal information to Administration, as needed.

The Board ensures that the operations of the Association are aligned with the mission, vision and values of GFOA Alberta. The Board’s governance duties include appropriate oversight over the Executive Director and the management of the Association’s activities.

The Board must make sure that the Executive Director is running the Association well and within the purpose and mission of the Association. The Board has the right and responsibility to remove an Executive Director.

As part of their oversight duties, the Board is responsible for creating and approving an annual budget and making sure that the Executive Director has the financial resources to further the Association’s mission.

Executive Director Support to the Board:

The Executive Director is a contract employee who provides overall management and administration of GFOA Alberta including implementation of Board policies, bylaws, and directives, according to the approved job description.

The Executive Director manages all of the day-to-day responsibilities of the Association, including managing Administration and volunteers. Working with Administration, the Executive Director develops policies to inform the various programs as they work toward fulfilling the Association’s purpose.

The Executive Director will:

• • • actively participate in Board recruitment,
    • actively lead Board orientation and education,
    • give information for decision-making,
    • organize work processes and structures,
    • clarify Board roles and responsibilities, and
    • provide methods for Board to monitor and evaluate themselves

Board Support to the Executive Director:

The Board, through the president will provide guidance and support to the Executive Director while monitoring and ensuring a positive work environment for the Executive Director which includes:

• • • Encouraging appropriate professional leave;
    • Giving direction and clarity when requested or appropriate;
    • Encourage a relationship built on trust and mutual respect;
    • Provide connections to the municipalities and potential sponsors.

Board discussions about current and potential new programs will focus on whether a program is relevant to the mission. Board meetings are time-efficient, with few or no last-minute additions to the agenda. The Board will speak as “one voice” once a decision has been made at the Board meeting. Individual Board members give no negative “sidebars”. No “Board meeting after the Board meeting” occurs.

Executive Administrator:

The Executive Administrator is a contract employee who provides administrative and bookkeeping support to GFOA Alberta.

Recruitment and Selection:

Once the Board has authorized the position, the Executive Director has the authority to hire all personnel into regular full-time, regular part-time and temporary positions. The Executive Director has the authority to promote or reassign a regular fulltime to fill a full-time position vacancy and to promote or reassign a regular part-time employee to fill a regular part-time position vacancy. The Executive Director has the authority to approve recruitment for positions that have been authorized by the Board and designates the appropriate manager or staff member to conduct the recruitment.

Salary:

The board of directors will be responsible for conducting periodic compensation surveys.

GFOA Alberta – Policy Manual

1. Overview

1.1 Definition of ‘Volunteer’

A ‘volunteer’ is anyone who, without compensation or expectation of compensation beyond reimbursement, performs a task at the direction of and on behalf of GFOA Alberta. Volunteers are viewed as a valuable resource to GFOA Alberta, its Administration and its stakeholders.

1.2 Purpose of the Volunteer Policy

This policy is to provide overall guidance and direction to Administration and volunteers engaged in volunteerism for GFOA Alberta. This policy is intended for internal guidance only and does not constitute, either implicitly or explicitly, a binding contract or personnel agreement. The Board of Directors (Board) reserves the exclusive right to change any of these policies at any time. Areas not specifically covered by these policies shall be determined by the Executive Director.

1.3 Scope

Unless specifically stated, this policy applies to all non-board member volunteers in all programs and projects undertaken on or on behalf of GFOA Alberta, and to all departments and sites of operation of GFOA Alberta.

1.4 Role of the Executive Director

The productive utilization of volunteers requires a planned and organized effort. The role of the Executive Director with respect to volunteers is to provide a central coordinating point for effective volunteer management within GFOA Alberta, and to direct and assist Administration and volunteer efforts to jointly provide more productive services. The Executive Director shall also bear responsibility for liaising with volunteer groups such as Task Forces, the Conference Committee and the Board.

1.5 Service at the Discretion of GFOA Alberta

GFOA Alberta accepts the service of all volunteers with the understanding that such service is at the sole discretion of GFOA Alberta. Volunteers agree that GFOA Alberta may at any time, for whatever reason, decide to terminate the volunteer’s relationship with GFOA Alberta. The volunteer may at any time, for whatever reason, decide to sever the volunteer’s relationship with GFOA Alberta. Notice of such a decision should be communicated as soon as possible to the Executive Director.

1.6 Volunteer Rights and Responsibilities

Volunteers shall be extended the right to be given meaningful assignments, the right to be treated as equal co-workers, the right to full involvement and participation, and the right to recognition for work done. In return, volunteers shall agree to actively perform their duties to the best of their abilities and to remain loyal to the goals and procedures of GFOA Alberta.

1.7 Scope of Volunteer Involvement

Volunteers may be utilized in all programs and activities of the Association and serve at all levels of skill and decision-making. Volunteers should not, however, be utilized to displace any paid employees from their positions.

2. Volunteer Management Procedures

2.1 Two Hat Policy

Members of the Board are not excluded from participation in other volunteer opportunities with the GOFA, however board member responsibilities must remain the priority.

2.2 Representation of the Association

Prior to any action or statement which might significantly affect or obligate the Association, volunteers should seek prior consultation and approval from the Executive Director. These actions may include, but are not limited to, public statements to the press, coalition or lobbying efforts with other organizations/levels of government, or any agreements involving contractual or financial obligations. Volunteers are authorized to act as representatives of GFOA Alberta as specifically indicated within their job descriptions and only to the extent of such written specifications.

2.3 Confidentiality

Volunteers are responsible for maintaining the confidentiality of all proprietary or privileged information to which they are exposed while serving as a volunteer, whether this information involves administration, volunteers, stakeholders, or other persons, or involves overall GFOA Alberta business. Failure to maintain confidentiality may result in termination of the volunteer’s relationship with the Association or other corrective action.

3. Volunteer Recruitment and Selection

3.1 Position Descriptions

Volunteers require a clear and complete understanding of the duties and responsibilities of the position which they are expected to fill as per terms of reference and orientation.

3.2 Recruitment

Volunteers shall be recruited by GFOA Alberta on a pro-active basis. Volunteers shall be recruited without regard to gender, age, race, religion, sexual orientation or other condition. The sole qualification for volunteer recruitment shall be suitability to perform a task on behalf of GFOA Alberta. Volunteers may be recruited through either an interest in specific functions or through a general interest in volunteering which will later be matched with a specific function.

3.3 Interviewing

Prior to being assigned or appointed to a position, all volunteers will be interviewed to ascertain their suitability for and interest in that position. The interview should determine the qualifications of the volunteer, their commitment to fulfill the requirements of the position, and should answer any questions that the volunteer might have about the position. Interviews may be conducted either in person, telephone or other electronic means. Interviews will be the responsibility of the Chair of the respective Task Force, committee, or the Executive Director.

3.4 Acceptance and Appointment

Service as a volunteer with GFOA Alberta shall begin with an official notice of acceptance or appointment to a volunteer position. Notice may only be given by a task force or committee chair or the Executive Director. No volunteer shall begin performance of any position until they have been officially accepted for that position.

3.5 Professional Services

Volunteers shall not perform professional services for which certification or licensing is required unless currently certified or licensed to do so. A copy of such certificate or license should be maintained by the Executive Director.

3.6 Leave of Absence

At the discretion of the Chair of the respective Task Force or committee, or for members of the Board, the President, may grant leaves of absence to volunteers.

4. Additional Provisions

4.1 Reimbursement of Expenses

Volunteers may be eligible for reimbursement of expenses incurred while undertaking business for GFOA Alberta. Prior approval must be sought for any expenditures from the Executive Director.

4.2 Insurance

Liability and accident insurance are not provided for volunteers engaged in GFOA Alberta business.

4.3 Recognition

Volunteer recognition will be conducted to highlight and reward the contribution of volunteers to the Association during the GFOA Alberta annual conference.

GFOA Alberta – Policy Manual

GFOA Alberta will collect only the minimum amount of personal information required to achieve the purpose for the collection.  Typical information collection is as follows:

            Name, municipality, and email address for membership applications.

            Name, municipality and email address for webinars/conferences.

GFOA Alberta notifies individuals of the purpose for collecting personal information and requires individuals to consent either expressly or implicitly depending on the nature and sensitivity of the personal information.

Individuals may withdraw consent at any time by giving GFOA Alberta reasonable notice unless the likely consequences of withdrawing would frustrate the performance of a legal obligation.

GFOA Alberta will not collect, use or disclose personal information except for the identified purposes for collection, unless we have received additional consent.

GFOA Alberta will not refuse to supply a product or service because the applicant does not consent to the collection, use or disclosure of personal information for purposes that are not necessary for the transaction.

GFOA Alberta will disclose personal information where authorized by PIPA or required by law.

GFOA Alberta will keep personal information used to make a decision that directly affects individuals for at least on year after the decision was made.  After that period has passed, unless stated otherwise in a policy, GFOA Alberta will securely destroy or anonymize personal information once it is no longer necessary to fulfil the identified purposes or any other legal or business purpose.

We will make all reasonable arrangements to ensure that the personal information collected is accurate and complete.  Individuals may request that we correct any errors or omissions in their personal information that is under our control.

If we are not satisfied that the request for correction is reasonable, we will annotate the information, noting that the correction that was requested but not made.

Any request for access to personal information must be made in writing.  A fee may be charged depending on the complexity of the request.  An estimate will be provided in writing in advance.

Requests will be completed within 30 days us receiving the request, unless a time extension is granted under PIPA.

If GFOA Alberta is authorized or required by PIPA to refuse access, we will notify the applicant in writing, stating the reasons for the refusal and outlining further steps that are available to the applicant.